PRINCE 2 syllabus slide deck Flashcards
What are the characteristics of a project ?
Change
Temporary
Cross-functional
Unique
Uncertain
Six aspects of project performance
Cost
Timescales
Quality
Scope
Benefit
Risk
What are the integrated elements of PRINCE2
Principles
Theme
Process
Project environment
Who specifies the desired result ?
The customer
Provide a benefit of PRINCE2 ?
Common vocabulary
Which aspect of a PRINCE2 project can be tailored ?
Processes can be combined or adapted
Terminology can be changed
Managed products may be combined
Themes can be applied using techniques appropriate to the project
Roles can be combined
Prince2 principles must be:
Universal
Self validating
Empowering
What does the continued business justification principle cover ?
Is there enough justification for starting the project; Can we demonstrate justification still exists; The project should be stopped if justification no longer exists.
Don’t do anything unless it’s worth doing/Is worth continuing
What does the learn from experience principle cover ?
Starting a project: Seek lessons from previous projects
During a project: Record, review and act on lessons
Closing a project: Lessons are learned and passed back
What does the defined roles and responsibilities principle cover?
Clearly defined roles, who reports to who
What does the management by stages principle cover ?
Breaking the projects into stages/Control points - Allowing the assessment of performance and making changes when needed
What does the manage by exception principle cover ?
Only raise to higher management when tolerances set are exceeded
purpose of the business case theme ?
To establish mechanisms to judge whether the project is, and remains, desirable, viable and achievable to support decision making in its continued investment
When is the outline and detailed business case created ?
Outline - SU Process
Detailed - IP Process
What’s is the purpose of the benefits management approach
Define the actions that will be put in place to ensure the project’s outcomes are achieved
What is an output ?
A specialist product that is handed over to a user
What is a Dis-benefit ?
Measurable decline resulting from an outcome perceived as negative by stakeholders
What is an outcome ?
The result of an output, what is realised after the output is handed over to the user
What is the purpose of the organisation theme ?
Define and establish the projects structure of accountability and responsibilities
What is the purpose of the communications management approach
how to communicate with stakeholders (both internal and external to the project) during the project. Frequency and means of communication to stakeholders
Describe the PRINCE2 minimum requirements for the organisation theme
Define organisation structure and roles, minimally ensuring all responsibilities in PRINCE2 role description are fulfilled
Document rules for delegating change authority responsibilities
define approach to communicating and engaging with stakeholders
PRINCE2 Minimum required products for organisation theme
Communications management approach
PID
PRINCE2 minimum requirements for the business case theme
Create and maintain business justification for project
Review and update business justification in response to events
Define management actions ensuring project outcomes are achieved
Define and document roles and responsibilities for business case and BMA
Who are the three primary stakeholders
Executive
Senior supplier
Senior user
What role is responsible for the project ?
Executive
What role cares about the business interests ?
Executive
What role can only be one person
Executive
What is the role of the Senior user
Specify needs of users that will use project products
Make sure solution will meet needs of users
What is the role of the senior supplier
The Senior Supplier Role represents the interests of those designing, developing, facilitating and implementing the project’s products. They provide supplier resources to the project and ensure that the right people, tools, equipment and knowledge are in place, and that the products will meet the expected criteria, including quality criteria.
What is the role of the change authority?
Decides on some of the requests for changes on behalf of the project board
What is the role of the team manager ?
one or more people responsible for ensuring the quality and other variables of production in the teams
What are the three project interests ?
Business
User
Supplier
what is the purpose of the quality theme
To define and implement how the project will verify that product are fit for purpose
What is the product description ?
A description of a products purpose, composition derivation and quality criteria
What is the purpose of the product description ?
Understand the purpose of the product and its function.
Define who will use the product and perhaps how it will be used.
Identify the level of Quality required of the product so the product will be usable (fit for purpose).
Define the skills required to produce the product and also to review and approve the product.
What is the project product description ?
A description of the main product that will be produced by the project
What is the purpose of the project product description ?
Gain agreement from the user on what they want (project’s scope)
Define the customer’s quality expectations so the project can deliver a fit for purpose product
Define the acceptance criteria, method and responsibilities for the project.
What is the quality management approach ?
describes how quality will be managed during the project
What is a quality register ?
Quality Register is a diary of the quality events that take place during the project
What are PRINCE2 minimum requirements for the quality theme
Define QMA
Specify quality criteria in product descriptions
Maintain quality records - documenting planned quality activities
Specify customers quality expectations and prioritised acceptance criteria for the project in the project product description
Use lessons to inform quality planning, definition of quality expectations and quality criteria
What is Quality control ?
Quality Control focuses on the techniques and activities to inspect and test products.
The process of monitoring specific project results to determine whether they comply with necessary standards
What is Quality planning ?
Defining project product and its components, with respective quality criteria, quality methods and quality responsibilities
What is quality assurance ?
Planned and systematic process, providing confidence that outputs will meet their defined quality criteria under quality control
What is project assurance ?
Project boards responsibility to assure itself that the project is being conducted correctly
What are customer quality expectations ?
A statement about the quality expected from the project product, captured in the project product description
What is an acceptance criteria ?
A prioritised list of criteria that the project product must meet before the customer will expect it
What is the purpose of the plans theme ?
To facilitate control and communication by defining the means of delivering the products
What is a project plan ?
A high-level plan showing the major products of the project, when they will be delivered and at what cost.
When is the project plan delivered and as part of what product ?
IP Process, as part of the PID
What is a stage plan ?
Detailed plan used as the basis for project management control throughout a management stage
What is an exception ?
An Exception Plan is used to recover from the effect of tolerance deviation
What is a team plan
They are created and used by the Team Manager in the Managing Product Delivery process. The focus is to plan the work that is assigned to the Team Manager in Work Packages.
What are the minimum requirements for applying the plans theme ?
Ensure plans enable business case to be realised
Have at least two management stages
Produce a project plan and stage plan
Use product based planning for plans
Produce specific plans for managing exceptions
Defined roles and responsibilities for planning
Use lessons to inform planning
What are the stages in approach to planning ?
Designing a plan
Defining and analysing the products
Identifying activities and dependences
Preparing estimates
Preparing a schedule
Documenting a plan
What are the stages in defining and analysing products ?
Write a project product description
Create a product breakdown structure
Writing product descriptions
Create a product flow diagram
What can the number of stages depend on ?
Scale
Duration
Risk
What is the purpose of the risk theme ?
To identify, assess and control uncertainty and as a result, improve the ability of the project to succeed
What is the purpose of the risk budget ?
A Risk Budget is a sum of money that is put aside just to deal with specific responses to threats or opportunities.
What the purpose of the risk management approach ?
Describes the goals of applying risk management, procedures that will be adopted, roles and responsibilities, risk tolerances, timing of risk management interventions, tools and techniques and reporting requirements
What is the purpose of the risk register ?
The Risk Register captures and maintains the information (both threats and opportunities) on all the risks that were identified and relate to the project. So it provides a record of all risks including their status and history.
State the minimum requirements for applying the risk theme
Define the risk management approach
Roles and responsibilities for risk management
Maintain risk register
Ensure project risks are identified, asses, managed and reviewed throughout project lifecycle
Use lessons to inform risk identification and management
What is a threat ?
An uncertain event that could have a negative impact on objectives or benefits
What is an opportunity ?
An uncertain event that could have a positive impact on objectives or benefits
List the recommended risk response types
Avoid a threat / exploit opportunity
Reduce a threat / enhance opportunity
Transfer the risk
Share the risk
Accept the risk
Prepare contingent plans
What is a Risk owner ?
An individual who is responsible for the management, monitoring and control of all aspects of a particular role assigned to them, including implementation of the selected risk responses to address the threats or to maximise the opportunities
What is Risk actionee ?
An owner of an action to address a risk
What is the risk cause ?
Describes the source of the risk
What is the risk event ?
Describes the area of uncertainty regarding the threat or opportunity
What is the risk effect ?
Impact the risk would have on the project
What is risk probability ?
The probability of the risk occuring
What is the risk proximity ?
how soon the risk can happen
What stages are in the risk management procedure ?
Identify
Assess
Plan
Implement
Communicate
What is the purpose of the progress theme
The purpose of the progress theme is to establish mechanisms to monitor and compare actual achievements against those planned
What is the purpose of the change theme ?
To identify, assess and control any potential and approved changes to the project baselines
What is the change budget
A change budget is a sum of money that the customer and supplier agree will be used to fund the cost of requests for change, and possibly analysis costs
What is a configuration item record ?
A record describing the status, version and variant of a configuration item, and any details of important relationships between them
What are the type of issues
Request for change to the baseline
off specification
Problem/Concern
What is the product status account ?
Report on the status of products
Please state the steps in the recommended Issue and Change control procedure
Capture
Asess
Propose
Decide
Implement
What are the minimum requirements for the change theme. ?
- Define change control approach
- Define how product baselines are created, maintained, and controlled
- Maintain issue register
- Ensure project issues are captured, examined and managed throughout project lifecycle
- Use lessons to inform issue identification and management
What are the minimum requirements for the change theme. ?
- Define change control approach
- Define how product baselines are created, maintained, and controlled
- Maintain issue register
- Ensure project issues are captured, examined and managed throughout project lifecycle
- Use lessons to inform issue identification and management
What is an event driven control, please provide an example
Event driven controls take place when specific events occur.
An example of this is end stage report and exception report
What is a time driven control, please provide an example
Time driven controls take place at predefined periodic intervals
An example of this can be highlight and checkpoint reports
What is a time driven control, please provide an example
Time driven controls take place at predefined periodic intervals
An example of this can be highlight and checkpoint reports
What are the stages of the managing a stage boundary
Plan the next stage
Update project plan - Produce exception plan
Update business case
Report management stage end
What is the first activity in the controlling a stage process ?
Authorise work packages
Whats the following statement an objective of: Ensure risk and issues are kept under control
Controlling a stage process
Whats the first step in the issue and change control procedure ?
Capture issues
Which process is linked to managing product delivery ?
Controlling a stage process
What management products are created within the managing product delivery process ?
Checkpoint report
Team plan
In what activity are checkpoint reports created ?
Execute a work package
